S900 Special Postal Services

S920 Convenience

S922Business Reply Mail (BRM)

Summary

S922 describes BRM, describes permit requirements, and
fees. It covers the format and application process required of BRM mailpieces,
the standards for prebarcoded BRM, and the characteristics of envelopes
used with BRM.

1.0Basic Information

1.1Description

[7-10-03] Business reply mail (BRM) service enables a permit
holder to receive First-Class Mail and Priority Mail back from customers
and pay postage and a per piece fee only for the pieces returned. BRM
cards, envelopes, self-mailers, cartons, and labels may be distributed
by a BRM permit holder in any quantity for return to any post office
in the United States and its territories and possessions, including
military post offices overseas. Qualified Business Reply Mail (QBRM)
is a subset of BRM available for specific automation-compatible letter-size
pieces that qualify for an automation postage rate and a reduced per
piece fee (see 7.0). Domestic BRM may not be distributed to foreign
countries. Standards for International Business Reply Service (IBRS)
are in the International Mail Manual.

1.2Payment Guarantee

[7-10-03] The permit holder guarantees payment of the applicable
First-Class Mail or Priority Mail postage, plus a per piece fee, on
all returned BRM. This includes any incomplete, blank, or empty BRM
cards and envelopes and any mailable matter with a BRM label affixed.

1.3Services

No special services (e.g., certified, insured, registered)
are permitted with BRM.

1.4Address

The delivery address on a piece of BRM may not be altered
to redirect the mailpiece to any address other than the one preprinted
on the piece.

1.5Official Mail

Authorized users of official (penalty) mail may distribute
BRM subject to the additional standards in E060, which supersede any conflicting
standards in S922.

1.6Intentions of the Permit Holder

BRM may not be used for any purpose other than that intended
by the permit holder, even when postage is affixed. In cases where a
BRM card or letter is used improperly as a label, the USPS treats the
item as waste.

1.7Samples

Prior to printing, permit holders are encouraged, but not
required, to submit preproduction samples of BRM to the USPS for approval.
QBRM pieces require USPS approval (E150).

1.8Error Notification

If the USPS discovers a BRM format error, the responsible
permit holder or authorized agent receives written notification of the
error. The permit holder must correct the error and make sure that all
future BRM pieces meet appropriate specifications. The repeated distribution
of BRM with format errors is grounds for revoking a BRM permit (2.6).

2.0Permits

2.1Required

Any mailer who wants to distribute BRM must apply for and
receive a permit. The permit number, city, and state where the permit
is held must appear on all pieces of BRM.

2.2Application Process

The applicant must submit a completed Form 3615 to the
post office issuing the permit and pay the annual permit fee. If a completed
Form 3615 is already on file for the applicant at that office for other
permits, then the applicant submits the annual permit fee and the USPS
amends Form 3615 by adding the BRM authorization.

2.3Annual Permit Fee

A permit fee must be paid once each 12-month period at
each post office where a BRM permit is held. Payment of the permit fee
is based on the anniversary date of the permits issuance. The
fee may be paid in advance only for the next 12 months and only during
the last 60 days of the current service period. The fee charged is that
which is in effect on the date of payment. Agents authorized by a permit
holder under 8.0 are not required to pay an annual permit fee
at the post office where their BRM is received.

2.4Renewal of Annual Permit Fee

An annual renewal notice is provided to each BRM permit
holder by the USPS. The notice and the payment for the next 12 months
must be returned by the expiration date to the post office that issued
the permit. After the expiration date, if the permit holder has not
paid the annual permit fee, then returned BRM pieces are treated as
follows:

a. Postcards of no obvious value are treated as waste
and disposed of at the delivery unit.

b. Pieces (excluding postcards) with a return address
are endorsed Business Reply Permit Canceled and are returned
to the sender.

c. Pieces without a return address are endorsed Business
Reply Permit Canceled and forwarded to the mail recovery center
for handling.

2.5Other Post Offices

A permit holder may distribute BRM through any post office
for delivery at any post office under 8.0.

2.6Revocation of a Permit

[7-10-03] The USPS may revoke a BRM permit because of format
errors or for refusal to pay permit fees (i.e., annual, accounting,
quarterly, monthly), postage, or per piece fees. If the permit was revoked
due to format errors, then a former permit holder may obtain a new permit
and permit number by completing and submitting a new Form 3615, paying
the required BRM annual permit fee, paying a new annual accounting fee
(if applicable), and, for the next 2 years, submitting two samples of
each BRM format to the appropriate post office for approval.

3.0[7-10-03] Postage, Per Piece Fees, and Accounting
Fees

3.1Postage

Each piece of returned BRM is charged the applicable single-piece
First-Class Mail or Priority Mail postage (R100). Cards must meet the standards in
C100 to qualify for card rate postage.
Any card larger than those dimensions is charged the applicable First-Class
Mail letter rate. For Priority Mail over 1 pound, if the zone cannot
be determined from a return address or cancellation, then the permit
holder is charged zone 4 postage for the weight of the piece. For QBRM,
see 7.0.

3.2Per Piece Fees

[7-10-03] Per piece fees listed in R900.4.0 are charged for each piece of
returned BRM (in addition to postage in 3.1). If a permit holder has not paid an annual
accounting fee and established a BRM advance deposit account, then the
basic (higher) BRM per piece fee must be paid. If a permit holder has
paid the annual accounting fee and has established a BRM advance deposit
account, then the high-volume (lower) BRM per piece fee is paid. For
QBRM, see 7.0.

3.3Advance Deposit Account and Annual
Accounting Fee

[7-10-03] A permit holder may choose to pay an annual accounting
fee and establish an advance deposit account, which qualifies returned
BRM pieces for the high-volume per piece fee. The accounting fee must
be paid once each 12-month period at each post office where a permit
holder holds an advance deposit account. Payment of the accounting fee
is based on the anniversary date of the initial payment. The fee may
be paid in advance only for the next 12-month period and only during
the last 60 days of the current 12-month period. The fee charged is
that which is in effect on the date of payment. A separate advance deposit
account solely for BRM is not required. An advance deposit account can
be used for BRM under these conditions:

a. For each withdrawal, only one statement is provided
for each annual accounting fee paid.

b. If a permit holder distributes BRM with different
addresses (including post office box numbers) under the same permit
number going to the same delivery unit and has only one business reply
account, then the BRM is separated by each different address but only
one statement is provided and only one annual accounting fee is paid.

c. The permit holder must pay an annual accounting fee
for each separate statement (accounting) requested. If only one annual
accounting fee is paid, then the permit holder receives only one statement.

d. The permit holder must maintain a balance in the
BRM advance deposit account that is sufficient to cover postage and
per piece fees for returned mailpieces. The permit holder is notified
if funds are insufficient. After 3 calendar days, if no funds are deposited,
then BRM on hand is charged the basic BRM per piece fee and postage
and charges are collected from the permit holder (e.g., in cash) prior
to delivery.

e. BRM addressed to several different firms at the same
delivery unit may be delivered to an agent authorized by a valid BRM
permit holder. The agent pays one annual accounting fee for all the
firms represented by the agent in the same delivery unit. If the agent,
or any of the firms represented by the agent, wants a separation of
charges, then separate (additional) accounting fees must be paid.

3.4Renewal of Annual Accounting Fee

[7-10-03] An annual renewal notice is provided to each
BRM permit holder with a BRM advance deposit account. The notice and
the payment for the next 12 months must be returned by the expiration
date to the post office that holds the advance deposit account. After
the expiration date, if the permit holder has not paid the annual accounting
fee but still has a valid BRM permit, returned BRM pieces no longer
qualify for the high-volume BRM per piece fee and are charged the basic
BRM per piece fee in R900.4.1.

3.5Combined Pieces as a Single Item

[7-10-03] Two or more BRM pieces may be mailed as a single
piece if the BRM pieces are identically addressed and prepared for mailing
in accordance with C100. The permit holder is charged postage
based on the total weight of the combined piece plus one per piece fee.
If the combined pieces become separated, then the permit holder must
pay postage and a per piece fee for each individual piece. Combined
pieces are not eligible for QBRM postage rates or per piece fees.

3.6With Postage Affixed

[7-10-03] BRM with postage affixed is handled the same
as other BRM. No effort is made to identify or separate BRM pieces with
postage affixed. The amount of affixed postage is not deducted from
the postage or per piece fees owed. The permit holder may request a
refund or credit for postage affixed to BRM under P014.

3.7Payment Options

[7-10-03] Permit holders may pay for postage and per piece
fees on returned pieces by cash or check upon delivery, through a regular
postage due account (P011.3.1), or through a BRM advance deposit
account. A regular postage due account does not qualify the permit holder
for high-volume BRM per piece fees, and no annual accounting fee is
charged to maintain the account.

4.0Mailpiece Characteristics

4.1Paper Weight

BRM paper envelopes must have a minimum basis weight of
20 pounds (500 17- by 22-inch sheets). Other pieces (i.e., cards and
self-mailers) must meet the basis weight requirements in C810.

4.2Nonpaper Envelopes

USPS Engineering must approve nonpaper envelopes for mailability.
See C810.

4.3Envelope Reflectance

Envelope material must not have a red fluorescence exceeding
4.0 phosphor meter units.

4.4Sealing and Edges

All BRM pieces must meet the general mailability standards
in C010 and must have straight (90 degree)
edges. BRM pieces are not mailable if they are sealed with wax, clasps,
string, staples, or buttons.

4.5Window Envelopes

[11-28-02] The following standards apply to BRM prepared
in an open-panel or a covered window envelope:

a. Open panel window envelopes:

(1) The mailpiece must meet the applicable standards
in A800 for address/window clearance or C840 for barcode/window clearance for
envelopes with an address window.

(2) The No Postage Necessary imprint, the
business reply legend, horizontal bars, and the facing identification
mark (FIM) must be printed directly on the envelope. Other required
and optional elements in 5.0 may be printed on the insert appearing through
the address window.

(3) The address showing through the window must be that
of the permit holder or an authorized representative.

b. Covered window envelopes:

(1) The No Postage Necessary imprint, the
business reply legend, and the horizontal bars must be printed either
directly on the envelope or on the insert appearing through the covered
window. The minimum size of the information appearing in the covered
window is 2 inches high and 4-1/4 inches long. The FIM must be printed
on the envelope as specified in C100. A clear space of at least 1/8 inch
is required between any BRM format requirement and the top, bottom,
and side edges of the window, and must remain when the insert is moved
to its full limits in each direction within the envelope.

(2) The window cover must be of a nontinted clear or
transparent material (e.g., cellophane or polystyrene) that permits
the barcode and its background, as viewed through the window material,
to meet the reflectance standards in C840.5.0. The edges of the window cover
must be securely glued to the envelope.

(3) The address on the insert showing through the window
must be that of the permit holder or an authorized representative.

4.6Self-Mailers and Reusable Mailpieces

In addition to the standards in 4.0 and 5.0, self-mailers and reusable mailpieces must
meet the standards in C810. Permit holders must provide instructions
to the user for re-folding and sealing (see C010) so that upon return the piece meets
sealing and folding requirements in C810.

4.7Cards

4.8Labels

For general use, the minimum size of a BRM label is 2 inches
high and 3 inches long. BRM labels are not required to have a FIM or
a ZIP+4 barcode, but all other format standards in 5.0 must be met. In cases where a BRM card or
letter is used improperly as a label, the USPS treats the item as waste.
See 4.9 for labels for letter-size pieces.

4.9Labels for Letter-Size Pieces

The following standards apply to BRM labels for use on
letter-size pieces:

a. The minimum size of a BRM label is 2-5/8 inches
high and 4-1/4 inches long. All format elements, including a FIM, must
be printed on the label. BRM labels cannot include a barcode. Exception:
The vertical series of horizontal bars must be at least 3/4-inch high.
The back of the label must be coated with a permanent adhesive strong
enough to firmly attach the label to an envelope.

b. The permit holder must provide instructions to the
user describing how the label should be applied to a mailpiece and what
precautions must be observed when applying the label (see Exhibit 4.9). A pictorial diagram showing proper
placement of the label must be included with the instructions. At a
minimum, the instructions must include the following directions:

(1) Place the label squarely in the upper right corner
of the envelope.

(2) Do not write on the envelope or label.

(3) Do not use a window envelope, an envelope that is
less than 1 inch higher than the label an envelope that is more than
4-1/2 inches high, or an envelope with any printing other than a return
address.

(4) Do not use tape to affix the label.

c. When the label is affixed to an envelope, the address
must be placed within the OCR read area (see A010.1.3).

d. Pieces with business reply labels cannot qualify
for QBRM rates.

Exhibit 4.9Instructions for Affixing Business
Reply Label

5.0Format Elements

5.1General

All pieces of BRM are subject to these format elements.
Pieces of QBRM and bulk weight averaged nonletter-size BRM are subject
to additional format standards listed in 7.0 and 9.0, respectively. BRM format elements are shown
in Exhibit 5.1.

5.2Printing and Print Reflectance

All forms of printing are permissible if legible to the
satisfaction of the USPS. Handwriting, typewriting, and handstamping
may not be used to prepare BRM. Printed borders are not permitted on
letter-size BRM, but are permitted on business reply labels and cartons
and envelopes greater than 6-1/8 inches high or 11-1/2 inches long or
1/4 inch thick. All ink colors are acceptable if the piece meets the
appropriate reflectance standards in C840.

Exhibit 5.1Business Reply Mail Format

5.3No Postage Necessary
Imprint

The imprint NO POSTAGE NECESSARY IF MAILED IN THE
UNITED STATES must be printed in the upper right corner of the
address side of the piece. The imprint must not extend more than 1-3/4
inches from the right edge of the piece.

5.4Business Reply Legend

The legend BUSINESS REPLY MAIL or BUSINESS
REPLY LABEL, as appropriate, must appear on all pieces. This legend
must appear above the address in capital letters at least 3/16 inch
high. At the permit holders discretion, the business reply legend
may be surrounded by a rule or border.

5.5Permit Number and Postage Endorsement

Directly below the business reply legend, the words FIRST-CLASS
MAIL PERMIT NO. [NO., CITY, STATE] (representing the permit holder's
number and post office that issued the permit) must appear in capital
letters. Directly below that, the endorsement POSTAGE WILL BE
PAID BY ADDRESSEE must appear in capital letters. At the permit
holders discretion, the permit number and postage endorsement
may be surrounded by a rule or border.

5.6Delivery Address

The complete address (including the permit holders
name, delivery address, city, state, and BRM ZIP Code) must be printed
directly on the piece, subject to these conditions:

a. Preprinted labels with only delivery address information
(including a ZIP+4 barcode under 6.0) are permitted, but the permit holders
name and other required elements must be printed directly on the BRM
piece.

b. On letter-size pieces, the complete delivery address
must appear within the OCR read area (see A010.1.3).

c. There must be at least a 1/2-inch clearance between
the ZIP Code and the horizontal bars.

d. A unique ZIP Code (i.e., firm ZIP Code) must not
be used for BRM unless the ZIP Code has been assigned specifically for
BRM. A unique 4-digit add-on to denote BRM may not be used with a unique
5-digit ZIP Code not specifically assigned to BRM.

5.7Horizontal Bars

A vertical series of horizontal bars parallel to the length
of the piece must be printed directly below the imprint NO POSTAGE
NECESSARY IF MAILED IN THE UNITED STATES. The bars must be uniform
in length, at least 1 inch long and 1/16 inch to 3/16 inch thick, and
evenly spaced. On letter-size nonbarcoded BRM, the bars must not extend
below the delivery address line (the line above the line containing
the ZIP Code). On barcoded BRM, the bars must not extend lower than
5/8 inch from the bottom edge of the piece.

5.8Facing Identification Mark (FIM)

A FIM must be printed on all letter-size BRM and on business
reply labels affixed to letter-size mail (see 4.9). FIM B must be used with BRM without a barcode.
FIM C must be used with any BRM printed with a barcode. The FIM must
meet the physical standards in C100.

5.9Company Logo

A company logo is permitted:

a. On nonbarcoded BRM, if it is placed outside the
OCR read area (see A010.1.3).

b. On letter-size barcoded BRM, if it is placed no lower
than 5/8 inch from the bottom edge of the piece.

c. On any piece, if the logo does not interfere with
any required format elements.

6.0Additional Standards for Letter-Size Barcoded
BRM

In addition to the format standards in 5.0, letter-size BRM enclosed in automation rate
mailings and all QBRM must be ZIP+4 barcoded. Other BRM may be barcoded
at the permit holders option. Barcoded BRM must meet the barcode
standards in C840, the envelope basis weight standards in 4.1, all other mailpiece design standards in C810 (including thickness), and these
standards:

a. Permit holders must use the ZIP+4 codes and equivalent
barcodes assigned by the USPS. Delivery point barcodes are not permitted
on BRM.

b. The ZIP+4 barcode must be placed on the address side
of the piece and positioned in either of these two locations:

(1) As part of the delivery address block under C840 if printed on an insert appearing
through a window envelope or on an address label affixed directly to
the piece.

(2) Within the barcode clear zone in the lower right
corner of the piece if printed directly on the piece.

7.0Additional Standards for Qualified Business
Reply Mail (QBRM)

7.1Description

[7-10-03] Qualified business reply mail (QBRM) is a subset
of business reply mail. Permit holders distribute automation-compatible
letter-size pieces that qualify for automation postage rates and reduced
per piece fees. QBRM postage and per piece fees must be deducted from
a BRM advance deposit account.

7.2Eligibility

To qualify for QBRM, pieces must meet the eligibility requirements
in E150.

7.3Authorization

BRM permit holders must apply for authorization to participate
in QBRM under E150.

7.4Postage

Each piece of returned QBRM is charged the automation postage
rate for QBRM pieces in R100.3.0. Pieces that do not meet the
format requirements for QBRM cannot qualify for automation postage rates
and are charged First-Class Mail postage according to 3.1.

7.5Per Piece Fees

[7-10-03] Per piece fees listed in R900.4.3 are charged for each piece of
returned QBRM (in addition to postage in 7.4). Pieces that do not meet the format requirements
for QBRM cannot qualify for QBRM per piece fees and are charged the
high-volume BRM per piece fees in R900.4.2.

7.6Annual Accounting Fee and Advance Deposit
Account

[7-10-03] Permit holders are required to pay QBRM postage
and per piece fees through a BRM advance deposit account, which requires
payment of an annual accounting fee (see 3.3).

7.7Quarterly Fee for High-Volume QBRM

[7-10-03] Mailers may choose to pay a quarterly fee in
addition to the annual accounting fee. Payment of the quarterly fee
entitles mailers to a lower per piece fee (the high-volume QBRM per
piece fee listed in R900.4.4). The quarterly fee and annual
accounting fee must be paid at each post office where mail is returned
and for each separate billing desired. Mailers are eligible for the
high-volume QBRM rates and per piece fees only for the time they pay
the quarterly fee (i.e., mailers can opt out of the quarterly fee and
related high-volume QBRM per piece fees simply by not paying the fee
for the next quarter). The quarterly fee cannot be paid or renewed retroactively
to receive a lower per piece fee on pieces already paid for and delivered.
The quarterly fee can be paid for any three consecutive calendar months.

7.8Payment Period for Quarterly Fee

[7-10-03] The quarterly fee must be paid in advance for
at least one but no more than four quarterly periods. A quarterly period
begins on either the first day of the month (if a mailer pays on or
before the 15th of the month) or the first day of the following month
(if a mailer pays after the 15th of the month) and continues for three
consecutive calendar months. A mailer who pays the quarterly fee is
entitled to the high-volume QBRM per piece fee from the date of payment
through the end of the quarterly period. The fee paid is that which
is in effect on the date of payment.

8.0BRM Distributed and Received by Agents of
a Permit Holder

8.1Description

[7-10-03] Permit holders may give permission to subsidiary
offices, agents, or authorized representatives to distribute and receive
BRM using a single (corporate) permit number. BRM pieces are distributed
by and returned to agents, who pay postage and per piece fees on those
returned pieces. Agents may use any type of BRM service.

8.2Permit

The main permit holder or corporate office
applies for the permit number and pays the permit fee. The agent must
present a letter of authorization from the permit holder showing the
name, address, and telephone number of the local agent authorized to
receive the BRM to the post office where the BRM is to be returned.
Any time there is a change to the original permit application or the
authorization letter, each agent must provide an amended letter of authorization
to their local post office.

8.3Annual Permit Fee

The annual permit fee must be paid by the permit holder
(2.3). Agents do not pay a separate annual permit
fee but must submit evidence (usually a copy of Form 3544) to the local
office once each 12-month period to show that the annual permit fee
has been paid. This evidence is not required if the permit holder has
a centralized account processing system (CAPS) account through which
the local post office can determine that the permit fee has been paid.

8.4Postage, Per Piece Fees, and Annual Accounting
Fees

[7-10-03] Agents receiving BRM or QBRM pay the postage,
per piece fees, and annual accounting fees listed in R900.4.0 for the type of service received.
The agent may choose to pay an annual accounting fee and establish a
BRM advance deposit account. The agent receiving BRM is responsible
for paying all postage and per piece fees.

8.5Payment Guarantee

[7-10-03] The permit holder is ultimately responsible for
postage and per piece fees for all pieces returned under that permit
number. If a local agent refuses or neglects to pay postage or per piece
fees on returned pieces, then those pieces are forwarded to the post
office that issued the original permit for collection of postage and
per piece fees from the permit holder. Once forwarded to the permit
holder, these pieces cannot qualify for QBRM postage and per piece fees.
The permit holders refusal to accept and pay the required postage
and per piece fees for BRM offered for delivery is grounds for immediate
revocation of the BRM permit (2.6).

8.6Format

BRM distributed by agents must meet all required format
standards in 4.0 and 5.0. Authorized representatives distributing BRM
on behalf of a permit holder must have the permit holders name
and permit number printed on the BRM and their own names and addresses
printed below the permit holders name, except:

a. When the agent is a branch of an authorized business.

b. The permit holder notifies a post office that authorized
representatives may use the permit holders permit number without
printing the permit holders name.

9.0Bulk Weight Averaged nonletter-size BRM

9.1Description

Bulk weight averaging is a method of counting, rating,
and billing incoming nonletter-size BRM based on principles of mathematical
statistics. Probability sampling techniques are used to measure the
characteristics of the total BRM volume by examining a fraction of the
volume. Statistically valid samples that are drawn from the incoming
BRM volume each postal accounting period are used by post offices to
compute average postage due per pound and average piece count per pound
factors. The net bulk weight of mail received is multiplied by these
conversion factors to get the estimated volume received and postage
and fee amounts.

9.4Application Procedures

[7-10-03] A permit holder who wants to use bulk weight
averaged BRM for nonletter-size pieces must submit a written request
to the postmaster of the office where the BRM permit is held. The postmaster
forwards this information to the manager, Customer Systems Support,
USPS Headquarters (see G043 for address). The request must include
the following information:

a. Permit holders name and address.

b. Name and location of the post office at which BRM
will be received and a CAPS account number, if available.

c. Information about the number of pieces expected
to be returned over a 24-hour period and a 30-day period, and a breakdown
of the weight distribution of those pieces (in nearest ounces or pounds)
(e.g., X number of 3-ounce pieces, Y number of 4-ounce pieces, and Z
number of 5-ounce pieces).

d. Based on the estimated volume in 9.4c, a 24-hour estimate and a 30-day estimate
of postage and per piece fees using the postage and charges listed in
R900.4.5.

e. A statement indicating whether the piece volume has
seasonal variation and, if applicable, estimates of monthly volumes
for a 12-month period.

9.5Authorization

The permit holder's request will be reviewed and approved
by the manager, Customer Systems Support, USPS Headquarters. If the
request is approved, then a letter of authorization is sent to the permit
holder from the post office where the BRM permit is held. The permit
holder signs a service agreement and, if necessary, is assigned a post
office box address.

9.6Denial of Authorization

If the permit holder's request is not approved, then the
post office sends a written notice, giving reasons for the denial. The
permit holder has 15 days following receipt of the notice to file a
written appeal of the decision with the postmaster and to furnish further
information. If the postmaster still finds that the application should
be denied, then the postmaster forwards the file to the manager, Customer
Systems Support, USPS Headquarters, who issues a final written decision
to the permit holder.

9.7Revoking Authorization

To revoke authorization for bulk weight averaging, the
postmaster sends written notice to the permit holder. A postmaster may
terminate authorization for bulk weight averaged BRM for any of the
following reasons:

a. The permit holder provided incorrect or incomplete
information on the request for authorization.

d. The permit holder no longer desires to participate
in bulk weight averaging.

9.8Notice and Appeal

Termination takes effect 15 days from the permit holders
receipt of the notice unless the permit holder files a written appeal
within that period with the postmaster. The postmaster forwards the
permit holders appeal together with all pertinent information
to the manager, Customer Systems Support, USPS Headquarters, who issues
a final agency decision to the permit holder. The permit holder may
continue to use the bulk weight averaging method until a final decision
is made on the appeal.